1 / 28

How to Submit a Claim

Learn how to submit a claim for the ICAPP and CAPP programs, including reviewing your contract, understanding payment methodology, submitting invoices, and maintaining accurate financial records. Follow the guidelines to ensure a smooth claim approval and payment process.

baileyn
Télécharger la présentation

How to Submit a Claim

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. How to Submit a Claim Iowa Child Abuse Prevention Program (ICAPP) Community Adolescent Pregnancy Prevention (CAPP) Prevent Child Abuse Iowa July 2019

  2. Review your contract • Contract Number • Legal Name of Contract Holder • Contractor's Contract Manager • Contractor’s Billing Contact Actual document appears differently.

  3. Review your contract CFDA #’s • ICAPP lists 3 CFDA #’s • CBCAPP lists 1 CFDA # • SAP lists no CFDA # • CAPP lists one • Federal Awarding Agency • Actual document appears differently..

  4. Review your contract 1.3.3.1 Pricing • Contract Duration • Award Amount 1.3.3.2 Payment Methodology • 10% Budget Variances • Actual document appears differently..

  5. Review your contract 1.3.3.4 Submission of Invoices at the End of State Fiscal Year Contractor shall submit all Invoices to the Agency for payment by August 1st for all services performed in the preceding state fiscal year (the State fiscal year ends June 30). HOWEVER – please submit by mid July for processing! • Actual document appears differently..

  6. Review your contract 1.3.3.7 Travel Expenses Travel-related expenses shall not exceed the maximum reimbursement rates applicable to employees of the State of Iowa… • Actual document appears differently..

  7. Review your contract 2.13.25 Records Retention and Access. 2.13.25.1 Financial Records. The Contractor shall maintain accurate, current, and complete records of the financial activity of this Contract which sufficiently and properly document and calculate all charges billed to the Agency …. for a period of at least seven (7) years following the date of final payment or completion of any required audit (whichever is later). • Actual document appears differently..

  8. Review your contract 2.13.25.1.1 Records of financial activity shall include records that adequately identify the source and application of funds. 2.13.25.1.2 The Contractor shall maintain accounting records supported by source documentation that may include but are not limited to cancelled checks, paid bills, payroll, time and attendance records, and contract award documents.

  9. Review your contract 2.13.25.1.3 The Contractor, in maintaining project expenditure accounts, records and reports, shall make any necessary adjustments to reflect refunds, credits, underpayments or overpayments, as well as any adjustments resulting from administrative or compliance reviews and audits. • Actual document appears differently..

  10. Review your contract 2.13.25.1.4 The Contractor shall maintain a sufficient record keeping system to provide the necessary data for the purposes of planning, monitoring, and evaluating its program. • Actual document appears differently..

  11. Costs per Code of Federal Regulations PART 200 – UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS https://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1&rgn=div5#_top

  12. Monthly Expense Report (MER)

  13. Enter: • Contractor LEGAL Name • Contract Number – last three digits • County(ies) in Service Area • Click in “Service Type” then use dropdown (ICAPP)

  14. Enter: Budget Amount using contract budget attachment. Budget total on MER must match contract amount exactly. Budget must not change unless approved in writing by PCAI/DHS.

  15. Enter: • Correct “Month/Year using dropdown • In corresponding month, enter costs under appropriate cost category. • DO NOT use a formula! Enter dollars and cents. • ICAPP – explain “Other” expenses in text box.

  16. General Accounting Expenditure Form (GAX)

  17. Use the correct form. Not all GAX forms are the same. State accounting codes at the bottom of the form are specific to CAPP and ICAPP funding sources. • CAPP Unit code = T007 • ICAPP General Unit code = 0309 • ICAPP CBCAP Unit code = 9075 • ICAPP SAP Unit code = F971

  18. FY20 GAX forms will be emailed to the Billing Manager. To complete GAX, enter: • Date form is completed • Dates of Service: July 1 – July 31, 2019 or 07/19 • Accounting Period: MM/YY • Total Price (expense total for month from MER) • Document Total (expense total for month from MER) • Date of signature & Title of person signing • Signature

  19. Common mistakes that slow the claim approval and payment process: • Budget not entered correctly on MER • MER balance is off due using a formula which creates rounding errors • Total expenses on MER and GAX don’t match • GAX not signed • Incorrect I/3 number or billing address • Accounting period is incorrect • Wrong GAX form used for source of funds

  20. To Submit: • Scan documents with GAX as page 1 and MER as page 2. Please do not include other documents with claim. • Save using Contract # and Month claim. For example: 20-XXX 07.19.pdf 20-XXX 08.19.pdf 20-XXX 01.20.pdf • Email ICAPP claims to: ICAPP@pcaiowa.org • Email CAPP claims to: CAPP@pcaiowa.org

  21. Keep in mind • PCAI has 10 days to review/approve or ask for corrections/clarifications. • PCAI has 10 days to review/approve after clarification/correction is received. • DHS has 60 days to review/approve/pay. • Payment will be made to the contract holder. • The contract holder is responsible for reimbursing service provider, if applicable.

  22. Keep in mind • Budgets may be managed with slight deficits in cost categories. • See Contract for budget change request requirements. • Electronic payment may be set up for faster receipt of funds. • Email icapp@pcaiowa.orgor capp@pcaiowa.orgto request form. Form is submitted to address on form.

  23. Over Payment • Occurs when the State of Iowa has reimbursed the contractor more money than is supported by allowable expenses for a specific time period. • Examples: • Contractor forgot to apply a credit that was received that would have reduced the amount of the total expense. • The State paid the same claim twice. • There was an error in an MER submitted and expenses should have been lower. • Contact Annette for guidance should this occur.

  24. Fiscal Agent (ICAPP) The “contract holder” provides ICAPP services and incurs costs; the “fiscal agent” provides financial administration on behalf of the service providers. GAX: Contains Fiscal Agent contract # and I/3 #. MER: Contains Service Provider contract #, Name, etc. If there are two Service Providers: complete one MER for each; enter sum total expenses on GAX. Make sure the correct GAX form is used for each funding source. Fiscal Agent responsible for reimbursing Service Providers.

  25. Questions??? Annette Mansheim – ICAPP & CAPP amansheim@pcaiowa.org 515-244-2200 ext. 5 Abby Patterson – ICAPP apatterson@pcaiowa.org 515-244-2200 ext. 4 Lora Kracht – CAPP lkracht@pcaiowa.org 515-244-2200 ext. 3 Visit: www.pcaiowa.org

More Related